Senior Executive Assistant

Senior Executive Assistant

Location: Secaucus, NJ

Schedule: Onsite, 5 days per week

Pay Rate: $52-$56/hour

Duration: 5 month W2 contract covering a Leave of Absence

Position Summary

The Senior Executive Assistant provides high-level administrative and operational support to the Head of Engineering and DTC/MoT Engineering Teams, ensuring seamless day-to-day execution and alignment with business priorities. This role requires strong independent judgment, discretion, and proactive problem-solving to manage complex calendars, prioritize competing demands, anticipate executive needs, and manage sensitive communications and confidential information. The role also coordinates travel, meetings, events, offsites, and departmental initiatives while providing project and operational support as needed. The Executive Assistant leverages technology, including AI and automation tools, to enhance efficiency and productivity across administrative functions. This role travels between 0-15% of the year, depending upon priorities.

Responsibilities:

• Provide high-level administrative support to the Head of Engineering.
• Exercise independent judgment to manage meeting priorities, decline requests, and resolve scheduling conflicts.
• Proactively prioritize the executive's daily schedule and anticipate executive needs.
• Coordinate domestic and international travel, including booking and recommendations.
• Anticipate needs and develop solutions to support executive priorities.
• Triage stakeholder inquiries and escalations.
• Handle sensitive business information with discretion and confidentiality.
• Process travel and expense reports.
• Prepare correspondence, itineraries, agendas, and other materials.
• Serve as a primary point of contact for internal and external stakeholders.
• Draft, proofread, and edit documents, reports, and presentations.
• Schedule, prepare for, and attend meetings.
• Prepare meeting minutes, action items, and follow-up.
• Coordinate conference rooms, AV, catering, and hospitality.
• Manage guest registration and visitors.
• Coordinate guest invitation processes for large-scale events and register department staff.
• Provide project and operational support for Media Ops & Technology and Consumer Engineering.
• Support special requests and departmental initiatives.
• Use AI and automation tools to streamline administrative processes.
• Coordinate planned activities and events, including registrations, reservations, equipment and product needs, event space, travel, and internal and external stakeholders.
• Coordinate with conference and events teams, IT, security, volunteers, and other partners.
• Coordinate large department orders for special events and offsites, including supplies, merchandise, and catering.

Requirements:

• College degree.
• 7+ years supporting executives.
• Proven Executive Assistant experience.
• Ability to exercise independent judgment with minimal supervision.
• Strategic thinking and ability to anticipate needs.
• Strong interpersonal skills across all levels of an organization.
• Exceptional organization and ability to multitask.
• Ability to independently prioritize multiple deadlines.
• Strong discretion and ability to maintain confidentiality.
• Advanced Microsoft Office skills, including Word, Excel, and PowerPoint.
• Experience with calendar management tools.
• Creative problem-solving and proactive approach.
• Strong attention to detail, integrity, and ethics.
• Experience working on project-based initiatives with little supervision.
• Ability to manage multiple projects and deadlines.

Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Equal Employment Opportunity

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates : Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.